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Sync All Core Documents with NetSuite

Use Core Document Set to sync purchase orders, receipts, invoices, and credit notes from Precoro to NetSuite while keeping related documents connected.

What Is Core Document Set?

Core Document Set is an integration mode that syncs related documents (POs, receipts, invoices, and credit notes) together and preserves the connections between them in the accounting system.

For example, when an invoice created from a PO is sent to NetSuite, it includes a reference to the related PO.

This gives you:

  • A single source of truth—manage your entire Procure-to-Pay process from Precoro.
  • Data consistency—POs, receipts, invoices, and credit notes stay aligned across both systems.
  • Flexibility —make changes with automated credit note handling.
  • Control over spend—Precoro's approvals and matching apply end-to-end, from a PO to an invoice.

Please note:

  • Core Document Set is available for clients using NetSuite SuiteApp integration.

  • Core Document Set is also supported for QuickBooks Online and Xero, but supported documents and setup details can differ by integration. Refer to the guides linked in the integration names to learn more.

How to Enable It

  1. Go to Settings → Integrations → NetSuite.

    See the Setting Up NetSuite SuiteApp Integration article if the integration isn’t yet configured.

  2. Find the Documents to send field.
  3. In the dropdown, select Core Document Set.
  4. Save the configuration.

 

Please note:

  • You can change these settings at any time while working with NetSuite integration.

  • Previously synced POs become Historical and aren’t resent. Only documents created after the switch follow the new Core Document Set logic.

How Document Status Synchronization Works

After Core Document Set is enabled, Precoro keeps document statuses aligned with NetSuite. Statuses are recalculated automatically when related documents are changed or canceled.

Purchase Order Statuses

State in Precoro

Status in NetSuite

PO created

Pending Receipt

Receipt created for some items

Pending Billing / Partially Received

Receipt created for all items

Pending Bill

Invoice created for some items

Pending Bill

Invoice created for all items

Fully Billed

PO manually canceled

Closed

If receipts or invoices are canceled, the PO status recalculates accordingly. For example, canceling all receipts returns the PO to Pending Receipt.

Invoice or Vendor Bill Statuses

State in Precoro

Status in NetSuite

Invoice created

Open

Partial payment or credit note applied

Open

Payment / credit note covers full amount

Paid in Full

Canceling a payment or credit note that was covering the full amount returns the invoice to Open.

How to Create One Invoice for Multiple POs

Precoro supports creating one invoice that covers multiple purchase orders.

This works only when all related POs have the same:

  • Vendor
  • Subsidiary
  • Currency

In NetSuite, this flow is handled through Transactions → Payables → Bill Purchase Orders. Make sure that the Precoro integration Role includes the required Bill Purchase Orders = Full permission to support this.

Expect the following behavior from an invoice for multiple POs:

  • The invoice isn’t sent if at least one PO isn’t synced to NetSuite.
  • The invoice is also marked as Internal and isn’t sent to NetSuite if at least one PO is marked as Internal.

FAQs

What happens if a PO is still processing when its invoice is ready to sync?

Precoro detects this automatically and retries the invoice sync once the PO has been pushed to NetSuite.

Does Core Document Set work with service POs?

Yes. Service POs are fully supported.

Can Core Document Set be rolled out partially, for example, POs and invoices only, without receipts?

No. Core Document Set is an all-or-nothing option for NetSuite. For selective document types, use the previous single-document sync options.

What does "Internal" status mean?

Internal documents are intentionally excluded from syncing to NetSuite. For example, internal purchases that don't need to appear in the accounting system. If a PO is Internal, all dependent documents inherit that status.